Legal Secretary

London (Greater)
13 Oct 2016
07 Nov 2016
Job Title
Legal Secretary
Industry Sector
Contract Type
Full Time

Legal Secretary  - Magic Circle

We are looking for an experienced Legal Secretary with excellent PA skills including:
Strong communication and organisational skills.
Extensive diary and inbox management, liaising with clients, organising meetings, conference calls and lunches.
Preparing client bills and chasing PO numbers directly with clients.
Preparing PowerPoint presentations and running spreadsheets.
Working on all types of legal documentation and marketing materials.
Ability to work well under pressure and prioritise effectively.
Strong team player who is flexible and reliable who is happy to cover other members of the team.
A proactive Legal Secretary with the ability to adapt to changes and a wiliness to learn new things.
Experience working at Senior management level preferred.
Derivatives & Structured Products

Key Dimensions
•Undertake all aspects of the secretarial role including administrative and support services as required using the most appropriate tools and resources for the task
•Provide an excellent service to clients
•Demonstrate flexibility in supporting principals and fellow secretaries
•Proactively contribute to the group/division/firms’ success by actively seeking to improve working processes, anticipate needs of clients and colleagues and take action accordingly

Key responsibilities and challenges
Document production
•Undertake all document production tasks to the highest standards and to agreed deadlines using appropriate software and available resources
•Type from audio or manuscript, using house style documents and non house style where required
•Proof read documents to ensure accuracy
•Prepare PowerPoint presentations and Excel spreadsheets
•Draft correspondence/emails
•Undertake photocopying, scanning, printing and faxing

Meetings and travel management
•Manage principals’ calendars/diaries
•Arrange conference calls, meetings, catering
•Co-ordinate travel arrangements including taxis, accommodation and expense forms
•Prepare and collate papers ahead of meetings
•Assist in the planning for key meetings
•Provide support such as welcome desk for client events

Client relations
•Deal with internal and client calls in a timely, confident, helpful manner and pass on accurate messages as required/action where necessary
•Deal with visitors in a confident and professional manner
•Keep client contact details, CRM and lists up to date
•Support client events by making bookings, getting tickets, issuing invitations

Billing and matter management
•Assist in preparation of bills and bill narratives
•Request draft bills and review for accuracy
•Submit bills to the billing team and discuss with matter managers
•Take responsibility for the processing and accuracy of invoice changes
•Confirm client specific information required for billing purposes
•Prepare e-mails and cover letters on behalf of matter manager for sending of invoices
•Liaise with the costs team on disbursements
•Assist in monitoring the billing process for your principals, as required
•Handle billback for your principals (exceptions)

Matter management
•Assist in opening new clients, as required
•Complete online matter opening process based on relevant information received
•Liaise with principals, conflicts, matter management and finance teams on matter administration
•Monitor work in progress and chase matter managers to bill, as required

Mail and Filing
•Deal with incoming and outgoing mail
•Monitor emails as required and forward/action as necessary
•Maintain update/reminder system of ongoing mail if required
•Establish and maintain effective and accurate filing systems (hard copy and electronic) including archiving when complete

Risk Management
•Actively support processes which minimise the Firm’s exposure to risk (i.e. Information Barriers and e-Filing)

•Submit timesheets for principals and record time for principals in their absence or as required and chase any missing time
•Attend training as required to keep up to date with firm wide procedures
•Work proactively as part of a team to ensure time is used effectively; use all available Firmwide resources to meet pressured deadlines
•Participate in group specific activities such as message desk
•Undertake other ad-hoc administrative tasks as required and agreed with Group Secretary and/or principals
•Support Firmwide IT system rollouts
Skills/ Experience/ Qualifications Required
•A committed team player
•Proactive and enthusiastic, positive can-do attitude
•Excellent communication and interpersonal skills
•Adaptable and flexible
•Strong organisational skills and attention to detail
•Integrity and ability to maintain confidentiality
•Ability to cope with pressure and conflicting demands on time
•Able and willing to follow through, exercise judgement and take responsibility for and conclude actions
•Confident and professional
•Flexible and receptive to change in line with business demands
•Able to prioritise work taking account of principals’ priorities
•Commercially aware, understand internal and external client

•Minimum 5 GCSEs or equivalent including English

Practical Experience
•Significant secretarial experience in a professional services/corporate environment
•Office skills IT literate; High level of proficiency with Microsoft Office particularly:
•Typing speed of at least 60 wpm
For more information please contact Lauren Quarrington